Adding a Project Activity/Task with Calendar syncing module enabled

With Rave's new Calendar syncing feature you can easily book your meetings, set tasks/follow ups without double booking yourself or needing to open your external calendar. 

This feature is only enabled for adding a Project Activity Meeting or Project Activity Task.

Setting up your calendar syncing is easy.

If you use Google please follow the steps here.

If you use Office 365/Microsoft please follow the steps here.

Once your calendar syncing is complete you will now be able to create Project appointment meetings or tasks using the new calendar view.

Those with permission to manage their own calendars will see a pop up to the right of the add activity model. If you have more than one calendar sync set up in Rave you can switch between them using the arrow to the bottom right where it displays your calendar type and email address under your user name. If you only have one calendar it will be the default.

All of your external activities will sync to this view not just the ones that were created in Rave. In this example we can see 4 activities.  2 created from Rave and 2 external ones that this person has loaded to their google calendar. Deleting an activity from your external calendar will delete it from Rave as the sync is both ways. 

When adding attendees to your activities, you’ll see their availability status if they have calendar syncing enabled. A red dot beside their name means they are busy/not available at the time you’re inviting them. A green dot means they are free/available. If a participant does not have calendar syncing enabled, no dot will appear beside their name. 

Because these are project-level activities, you can choose to invite clients, internal staff, contractors, or any combination of these groups.

If you have granted others permission to add activities or tasks on your behalf, they will not be able to see the details of your meetings/tasks in the calendar view. Instead, they will only see your availability as Busy, without any specific information. This is designed to protect your privacy.

Even with limited visibility, they can still create activities and tasks for you in the same way you can. They simply cannot view the detailed information from your calendar.

Example:
In the scenario below, our Project Manager, Harry, is logged in and is creating a meeting for himself and Gellert. Because Gellert is the owner of the activity, the calendar displayed on the right shows Gellert’s schedule. If we want to view Harry’s calendar instead, we would change the activity owner to Harry.

Once you have created the activity or task, you need to press Save.

This will automatically send the participants a calendar meeting invite, allowing them to accept, decline or tentatively accept. For the owner of the activity the meeting or task will automatically go to their calendar as accepted regardless of if you create it or someone does on your behalf. 

Making any changes outside of Rave will sync back into Rave.

Removing participants, adding participants, changing time etc

Example:

In the scenario below, we logged into our Google Calendar and invited two new participants to the meeting test@example.com and Acceptance Contractor. We then updated the meeting title and saved the changes. The updated meeting title synced back into Rave, and the invitation to Acceptance Contractor also synced successfully.

However, because test@example.com is not an existing Rave user, they will not appear in the Rave model.

If you want to unlink an activity from your external calendar, you can select the Unlink Activity button. Once unlinked, any changes made in Rave will no longer sync to your external calendar, and changes in your external calendar will no longer sync back to Rave.

All your Project Activities will appear in your project activities calendar or task list view. As you have the option to colour code your activities you can easily see which ones are Meetings vs Tasks. To learn how to colour code your Activities please read the help article here.

Project Calendar  Activity View

Branch Project Activities List View